Daycare Onboarding Guide: Step 2 of 3 – Workflow

Estimated Time: ~25 minutes

Goal: Learn common daycare workflows and become comfortable with the system.

Tip: Follow the steps sequentially to understand the workflow. Jot down questions for later or contact support.

1. Customer & Pet Management (4 Minutes)

• Search a Customer (1 minute):
  • Use the search bar at the top of any page.
  • Enter pet name, customer name, breed, phone number, etc.
  • Click on the profile. (Use "Rex" as a demo pet.)
• Add a Customer (1 minute):
  • Navigate: Left Menu > Quick Add > Customer
  • Fill in customer information.
  • Check "Invite customer to claim their portal profile" (for online booking).
  • If waivers are enabled, have the customer sign or skip for online signing.
  • Click "Add/Edit Customer."
• Add a Pet (1 minute):
  • On the success message, click "Add Pet."
  • Complete pet information.
  • View profiles via the link or search.
• Claim Portal (1 minute):
  • Check email for portal invite and click the link.
  • Set password.
  • Update information, upload records, etc.
  • Download receipts, make payments (if enabled).
  • Make a booking.
  • Sign waivers/enter payment info (if required).
  • Complete booking.

2. Booking & Check-In (3 Minutes)

• Process Booking (1 minute):
  • Refresh admin page; click the cloud icon (notifications).
  • Accept the booking.
• Book from Store (2 minutes):
  • Quick Book: Click the "+" (Add) button to book multiple days.
  • Daily Calendar: Search for a day to view bookings.
• Booking Recurring (2 minutes):
  • Navigate: Top Menu > Calendar Icon > Book Regularly.
  • Select days and add regular clients.
  • Remove dates via the pet's profile.
• Check-In a Pet (1 minute):
  • Navigate: Left Menu > Today > Check-In Dashboard > Daycare tab.
  • Check in a walk-in pet via the form at the top.
  • Search for the pet and click "Check-In."
  • View checked-in pets on the "Who's Here" tab.
  • View the open invoice by clicking "Invoice (opened)."
  • Tip: Use the "X" button to undo a check-in.

3. Invoicing & Check-Out (4 Minutes)

• Invoicing (2 minutes):
  • From Check-In:
    • Pet info is auto-populated.
    • Update services as needed.
    • Add services/retail via "+Add one or more services."
    • Tendering an Invoice:
      • Select payment option.
      • Click "Tender = Due."
      • Click "Paid & Closed."
    • Charging Payment Method on File:
      • Select "Online" payment option.
      • Check "Email client."
      • Click "Charge & Close."
    • Sending an Invoice:
      • Check "Email client."
      • Click "Open & Saved."
    • New Invoice:
      • Navigate: Left Menu > Add > New Invoice.
      • Search for a customer.
      • Select services.
      • Save/close invoice.
    • Recurring Invoices: Follow the recurring invoice tutorial.
• Check-Out a Pet (1 minute):
  • Click "Check-Out" on the check-in dashboard.
  • Tip: Undo check-out with the "Undo" button. Automatic check-out at day's end.

4. Reporting & Management (6 Minutes)

• Send a Report Card (2 minutes):
  • Search for the pet.
  • Click "Send Report Card."
  • Fill in questions, add images, embed videos.
  • Clients receive an email and access past reports in the portal.
• Manage Daily Cash (1 minute):
  • Navigate: Left Menu > Today > Cashsheet.
  • Enter opening and closing cash counts.
  • Verify balance reconciliation.
• Financial Report (2 minutes):
  • Navigate: Left Menu > Today > Today's Total.
  • View by payment type.
  • Or navigate: Admin > Settings > Reports > Your Daily Report.
• Business Trends & Bookkeeping (2 minutes):
  • Navigate: Admin > Settings > Reports > Analytics & Reports.
  • Analyze trends, occupancy, utilization.
  • Navigate: Admin > Settings > Reports > Booking & Analytics.
  • View Business analytics, and Bookkeeping data.
• Package Balance & Management (2 minutes):
  • View balance on the pet's profile.
  • Click the balance link to view calculations.
  • Override balance via Admin > Settings > Management.
  • Package balance and modify past check-ins.
• Clock-In/Out (1 minute):
  • Click the "+" (Add) button > Clock-In/Out.
  • Enter username and password.
• Clock-In/Out Reports (1 minute):
  • Navigate: Admin > Settings > Reports > Payroll > Clock-In and Out Report.

5. Going Live & Support 

• Now complete Step 2/3: Going live (5 min) (link).

Ongoing Support:

• • In-App Help: Click the "Help" button (bottom right).
  • Ask a question; send a request with screenshots.
  • Book a Chat: Schedule a walkthrough.
  • Email Support: support@pawsadmin.com